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A Framework For EMail Meetings
Committees are a democratic structure. The chair is responsible for
making sure that minority voices are heard and that the majority will
of the committee is determined and executed. We need meetings and
nowadays email meetings are popular.
The purpose of this framework is to allow the committee to make sure
that there is adequate and fair opportunity for discussion and
decision-making, in between regular meetings.
Committee Meetings Conducted by E-mail
Please replace NameOfMotion in the pro-forma emails below with a name
to identify the motion, eg Christmas Party Venue.
Special meetings may take place via EMail. Each EMail meeting will
address one motion (including amendments to the motion) only, and is
identified by a virtual meeting number eg mf01. Amendments will be
numbered eg mf01a for the amendment and mf01b for the amended motion,
etc.
Always show the identifying number at the start of the subject
line. Reply-To-All will accomplish this.
The EMail meeting is chaired by the committee chair.
The rules applying to the conduct of regular meetings also apply to
e-mail meetings, except as shown below.
1) Any committee member may present a motion by e-mail:
TO: Committee Chair
SUBJECT: NameOfCommittee: Motion for e-mail consideration:
NameOfMotion (DateOfMotion), eg
MFS Committee: Motion for e-mail consideration: Date of Christmas
Dinner (21Oct08)
I MOVE that ...
REASON: brief reason for the motion
2) Chair will call for a seconder:
TO: All Committee Members
SUBJECT: Identifying number: Call for seconder: NameOfMotion
(DateOfMotion), eg
mf09: Call for Seconder: Date of Christmas Dinner (21Oct08)
I have received the following motion for e-mail consideration. Please
advise by reply-to-all whether or not you wish to second the motion,
along with brief reasons.
For the rules applying to e-mail meetings please see
http://dance.pcug.org.au/emailmeetings.htm
3) If all members indicate that they decline to second the motion
the motion lapses:
TO: All Committee Members
SUBJECT: Identifying number: Lapsed: NameOfMotion (DateOfMotion)
Thank you to the mover of this motion but I regret that it must lapse
for want of a seconder.
For the rules applying to e-mail meetings please see
http://dance.pcug.org.au/emailmeetings.htm
4) Once a motion has been seconded, the chair starts a discussion
period:
TO: All Committee Members
SUBJECT: Identifying number: Discussion period, ends 12Dec08:
NameOfMotion (DateOfMotion)
This is your invitation to discuss the motion below. Please use
reply-to-all and bear in mind the organisation's code of conduct.
Note, any committee member may call for discussion at a regular
meeting prior to a vote being called.
For the rules applying to e-mail meetings please see
http://dance.pcug.org.au/emailmeetings.htm
5) Following the end of the discussion period, if there has not been
a call for discussion at a regular meeting, the chair puts the
motion:
TO: All Committee Members
SUBJECT: Identifying number: Voting period, ends 15Dec08:
NameOfMotion (DateOfMotion)
Are you in favour of the subject motion?
Please reply-to-all stating Yes, No or Abstain.
The motion will be decided by majority opinion.
For the rules applying to e-mail meetings please see
http://dance.pcug.org.au/emailmeetings.htm
6) The voting period will end when there is a majority of votes
either way. EG: 7 committee members with 2 on leave and 1 "abstain",
a majority is 3 out of 4. The chair may extend the voting period and
send reminders to achieve a result.
7) The chair will announce the result of the vote:
TO: All Committee Members
SUBJECT: Identifying number: Result Yes/No: NameOfMotion
(DateOfMotion)
The motion is carried/lost
The votes were as follows (Y=Yes, N=No, L=On Leave, A=Abstain):
N John Black
L John Citizen
Y Les Green
Y Mary Mustard
Y Beryl White
A Polly White
If there is no objection within three days this Special Meeting will
be closed, and thank you for your participation.
For the rules applying to e-mail meetings please see
http://dance.pcug.org.au/emailmeetings.htm
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